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Work Orders

Service Billing > Work Orders

A work order specifies the delivery of a non-recurring service (billable item). A work order lets you estimate and review costs before you create billable entries. Work orders can be converted from a sales order, but a sales order is not required. The four types of billable items you can include on a work order are labor, parts, expenses or general.

Note: See Creating Work Orders for an overview of creating and configuring work orders.

Creating and Displaying Billing Entries in Work Orders

To create a billing entry for a billable item in the Items tab of a work order, click the Enter Detail button for that item, enter actual hours, quantities and amounts as required, then click the Submit button. Click the View Details button for an item to display the billing entries already created for that item.

Actions

  • New - Adds a new work order.
  • Edit - Edits a selected work order.
  • Delete - Deletes a selected work order.
  • View Summary Report - Generates a report of all work order activity for a specified date range.
  • Refresh - Refreshes the page.
  • View Detail - Click this link for any row in the upper panel to see a Work Order detail report.

Adding / Editing a Work Order

Order Info tab

General Info

  • Order Number - The work order number.
  • Name - The name of the work order.
  • Customer - The customer record.

Status

  • Due On / (Time) - The date and time the entire work order is due to be completed.
  • Status - The status of the work order: Open, On Hold, and Closed. You cannot submit billable entries to a Closed work order.
  • Assigned To - The myOrg staff member responsible for this work order.

Detail

  • Description - A summary description of the sales order.

Items tab

  • Order Type - A new work order or sales order requires you to specify whether the order is a basic order or a detailed order. You cannot change this setting after the order is saved the first time.
    • Basic - A basic work order or sales order does not initially specify whether a billable item represents labor, a part or an expense. Instead it calls each billable item a general item. It's only when you report actuals to create the billable entry for the general item in the work order that you classify the general item as labor, a part, or an expense.
    • Detailed - A detailed order specifies each type of billable item as soon as you create them: labor, part, or expense. Since the item is already classified, you only have to report actuals to create the billable entry.
  • Default Resource - The default skill assigned to this work order. Applies only to basic work orders.
  • Default Rate - The default rate used by this work order. Applies only to basic work orders.

General

Note: General items only display in the Items tab of basic orders.

  • New - Adds a general item.
    • Summary - A one-line description of the item.
    • Estimate Amount - The amount to bill.
    • Billable - If checked, this item is billable.
    • Taxable - If checked, this item is taxable.
  • Edit - Edits a selected item.
  • Delete - Deletes a selected item.
  • Enter Detail - Reports actuals for a general item and submits it for billing. See Entering Detail for a General Item.
  • Show Note on Invoice - If checked, the note entered displays on the invoice.
  • View Details - Displays a history of all billing entries already created for this billable item.

Labor

Note: Labor items only display in the Items tab of detailed orders.

Note: See Configuration Tables for Labor Items.

  • New - Adds a labor line.
    • Summary - A one-line description of the item.
    • Resource Type - Select a resource type for this labor line. A resource type specifies a skill, material or cost and sets a default rate for a billable labor item or entry. Typically a resource type represents a skill performed by a staff member. A billing rate and standard cost is defined for each skill required to perform the service. The rate can be overridden when selected. Because the labor performed to deliver a service sometimes requires incidental charges for materials and costs, resource types can also be classified as either material or cost. For example, extra cabling or overnight shipping might be included as additional, billable labor entries, because they are required to deliver the service of installing a server. The classification of resource types typically reflects the production requirements of a company. Labor entries are classified by both resource type and by activity type.

      Note: A cost resource type for labor line item has a predefined cost and billing rate—which can be overridden—while a expense line item only specifies the name of the expense and the total amount billed.

    • Activity Type - Labor entries are grouped by activity type to analyze the cost and revenue of labor. The classification of activity types typically reflects the accounting requirements of a company. Labor entries are classified by both activity type and resource type.
    • Default Rate - The default rate defined for this resource type.
    • Customer Override Rate - The customer rate for this resource type. Has precedence over the Default Rate.
    • Rate - The rate used for this labor activity. The rate is based, in order of precedence, on a manually entered rate, the customer override rate, or the default rate.
    • Override Resource Rate - If checked, the calculated rate can be overridden.
    • Estimated Hours - The estimated number of hours required.
    • Billable - If checked, the item is billable.
    • Taxable - If checked, the item is taxable.
    • Status - Open or Completed.
  • Edit - Edits a selected labor line.
  • Delete - Deletes a selected labor line.
  • Enter Detail - Reports actuals for a labor item and submits it for billing. The fields you can edit while reporting actuals include:
    • Hours - The number of actual hours worked.
    • Billable - If checked, the entry is billable.
    • Taxable - If checked, the entry is taxable.
    • Choose a note template - Selects a note template, if appropriate, to populate the note field.
    • Note - A note about this specific billing entry.
    • Show Note on Invoice - If checked, the note displays on the invoice.
  • View Details - Displays a history of all billing entries already created for this billable item.

Parts

Note: Parts items only display in the Items tab of detailed orders.

Note: See Configuration Tables for Parts.

  • New - Adds a part to the work order. See Ordering / Updating a Part.
  • Edit - Updates an existing part on the work order. See Ordering / Updating a Part.
  • Delete - Deletes a selected line item.
  • Enter Detail - Reports actuals for a parts item and submits it for billing. The fields you can edit while reporting actuals include:
    • Quantity to Bill - The actual quantity to bill.
    • Bill Unit Price - The price per unit to bill.
  • View Detail - Displays the details of a selected parts item.

Expenses

Note: Expense items only display in the Items tab of detailed orders.

  • New - Adds a miscellaneous expense line.
    • Summary - A one-line description of the item.
    • Estimate Amount - The amount to bill.
    • Billable - If check, this item is billable.
    • Expense Category - Select from a user-defined list of expense categories.
    • Expense Type - Select from a user-defined list of expense types for the selected expense category, if applicable.
  • Edit - Edits a selected item.
  • Delete - Deletes a selected item.
  • Enter Detail - Reports actuals for an expense item and submits it for billing. The fields you can edit while reporting actuals include:
    • Amount - The amount to bill.
    • Billable - If checked, the entry is billable
    • Choose a note template - Selects a note template, if appropriate, to populate the note field.
    • Note - A note about this specific billing entry.
    • Show Note on Invoice - If checked, the note displays on the invoice.
  • View Detail - Displays the details of a selected parts item.

Notes tab

  • Note - Enter a note.
  • Hidden - If checked, the note is hidden when printing the work order.
  • Save - Saves the note entered.
  • Delete Note - Deletes a selected note.